Data disposal

Data disposal (deletion) is the process of destroying data in order to ensure that it is no longer accessible.   Although there is a common desire to keep research data in case it is needed (e.g. in case of verification or auditing), retaining data for too long can be a substantial risk (see Data Retention page for guidance on making retention decisions).

Research data can generally be deleted when:

  • it is no longer required for the purpose it was collected or generated;
  • it has no further use and cannot be published, shared or re-used;
  • it needs to be deleted in line with ethics, project or data agreements, etc (e.g. a participant withdraws from research or consent forms indicate data deletion after a period of time); or
  • the retention period has expired.

Physical/ Non-Digital Data Destruction

Non-confidential published books can be disposed of via general waste bins. At present, there is no option to avoid landfill.

A few small items such as confidential bound notebooks and books can be disposed of via confidential waste bins, alongside paper. If they are too wide to fit through the slot, please raise an Access BPD work order for a cleaning supervisor to attend with a key to unlock the bin. The bin will then be re-locked after the item is disposed of.

If there are a lot of items or for large volumes (e.g. more than a bin's capacity) please contact BPD and a collection by Allied can be arranged. Allied will attend and collect the boxes (which can be taped shut), which are then taken by Allied directly to the Shred X facility. Shred X then sends Allied a destruction certificate which is passed on to BPD, then to the Monash University customer.

Photos and film must be placed in a separate bin to paper, as BPD needs to arrange a separate collection. This can be arranged by raising a request via Access BPD.

The process of destroying data involves a number of steps that will differ depending on whether it is physical/ non- digital or digital data.  If you require support in destroying your data, please contact researchdatagovernance@monash.edu.